Executive Assistant Administrative
Resume:
Stacey Marie Zaff
Miami Beach, FL 33139
ac5qy6@r.postjobfree.com
EXPERIENCE
Lucid Rock Consulting, Miami Beach, FL / Nevada City, CA 3/17 – present
Executive Assistant to Founder
Provide heavy administrative support, assist with consulting projects, sales and research
Manage new business development, provide prospective clients with company capabilities and execute contracts
Effectively manage owner’s extremely busy calendar with strategic thought to purpose, timeliness, participants and business reasons for meetings
Coordinate all preparatory documentation and proactively handle logistics, hospitality for meetings, conference calls, recruiting interviews for freelancers
Ensure that matters are communicated effectively and that his time is managed wisely, that events and meetings are prepared for well in advance, and the owner is prepped of upcoming events and needs.
Research, prioritize, and follow up on incoming issues and concerns addressed to the owner and freelance team including those sensitive or confidential in nature with respect to timelines.
Prepare and submit expense reports, process reimbursements and pay vendors
Answer and screen all phone calls, manage email, voicemails, and maintain executive phone log, updating contacts as needed.
Responsible for personal accounts, property management, oversee house staff, retain counsel and manage family calendar.
BDC Advisors, Miami, FL 11/14 – 3/17
Executive Assistant to Shareholders
Provided administrative support to two shareholders and team of 20 made up of Directors, VPs, and consultants.
Managed several heavy calendars, adjusted to ever-changing requests and travel changes.
Produced client deliverables, edited proposals and presentations, drafted employee bios and composed content for newsletter
Scheduled extensive travel and hotel arrangements for teams
Delegated responsibilities as project lead to ensure seamless workflow and attendance at offsite meetings
Oversaw shareholder’s expenses, monitoring spending to stay in line with detailed expense policy
Liaised and served as point-person with vendors, contractors, and business associates, generated correspondence on behalf of the company
Answered and screened all phone calls, managed executives’ email, voicemails and maintained phone log, updating contacts daily within Salesforce.
Managed shareholder’s calendar, travel and scheduling for non-profit outside of the company
Recorded and entered time weekly for client billing
Organized executives’ personal/business files, maintaining up-to-date information and easy accessibility
Researched healthcare conferences and arranged speaking engagements
Zumba Fitness, Hallandale, FL 12/12 – 11/14
Office Manager
Managed Operations budget for company-wide supplies and furniture needs for 250+ employees
Recruited and trained staff of three employees: front desk, mail room operations, logistics coordinator
Analyzed supply needs for each department and allocated funds appropriately while coming in under budget (by 25% overall)
Created new protocol for expense tracking and control by making department managers aware of spending and requiring written responsibility along with new order form system by employees.
Processed payment for rent, utilities, vendors and an offsite warehouse
Negotiated pricing with vendors and executed contracts with respect to the Operations budget
Oversaw new building construction, purchased furniture, packed and moved employees, arranged seating charts
Zumba Fitness, Hallandale, FL 7/11-12/12
Executive Assistant to Chief Marketing Officer
Performed administrative duties: answered calls, coordinated meetings, travel planning, heavy calendar management, filing, faxing, internal and external correspondence on behalf of the CMO
Worked closely with CMO to plan and execute global marketing campaigns: planned brainstorming meetings, traffic managed marketing subgroups to include: Public Relations, Copy, Art Directors, Photo and Video teams and Digital departments to ensure projects ran on time and continued to be on brand.
Researched fitness events and conferences for the CMO to attend and booked speaking engagements
Attended all meetings and sat in on conference calls to take notes, communicated memos to departments and traffic managed project progress to ensure completion.
Sourced freelance photographers, videographers, venues and models when needed
Processed all expenses reports for the CMO and marketing department
Performed personal assistant work: errands, personal shopping, home maintenance, booked vacations, event planning, sought investment opportunities, handled personal finances all with the utmost confidentiality
Rubenstein Associates, New York, NY 07/07 - 07/11
Executive Assistant to SVPS and CEO
Provided executive administrative support to Senior Vice Presidents and CEO
Managed extensive calendars, scheduled client meetings, conference calls, restaurant reservations and event logistics
Arranged domestic/international travel itineraries, researched competitive prices, arranged air and ground transportation, as well as hotel accommodations
Reconciled expenses; cross referencing against multiple credit card statements, receipts, and client projects
Acted as gatekeeper and liaison for CEO; regulate daily call sheet for effective time usage
Updated and managed contact database and contact group lists daily
Implemented business filing system, allowing for up-to-date information and ease of use
Drafted correspondence on behalf of executives through dictation and sent to clients on SVP/CEO’s behalf
Assisted with events, press check-in and talent wrangling
Edited press releases, compiled press lists for specific target markets, sent releases and produced press books
Event Experience: Tribeca Film Festival, Rockefeller Tree lightings, Empire State lightings, Al Roker Entertainment, Time 100 Most Influential People, Women in International Security Summit, Bloomberg Philanthropies, New York Historical Society
Cushman & Wakefield, Fort Lauderdale, FL 08/06-07/07
Administrative Assistant to SVPs
Responsible for answering phone calls and routing to agents, greeted clients and maintained lobby area
Assisted with distribution of marketing materials, bulk mailings and edited presentations
Researched and followed up on leads, maintained database of clients and kept up to date files on all listings
Scheduled internal and external meetings
Assisted with prospective client site visits
EDUCATION
Florida International University, Miami, FL 2001-2005
Bachelor of Science
Mass Communication
SKILLS
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Spring Ahead, Salesforce, Concur, Cision, Workday, Egencia
MAC/PC compatible
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